Administrative Assistant

Administrative Assistant2960 TONGASS AVE - KETCHIKAN, AK 99901OverviewSalary Range $22.51 - $33.77 Hourly Position Type Regular Full-Time Job Shift M-F 8am-5pm Category MedicalDescriptionJob Summary Incumbent will provide direct and indirect administrative support to the Medical and Nursing Departments. Assists with meeting preparation, record retention, travel arrangements, appointment / meeting schedule and responsible to ensure the efficiency of the unit while supporting a team working environment. Serves as a key member of the on-site credentialing team.Essential Job Functions Prepare, proof and edit documents, correspondence, spreadsheets, and reports as directed ensuring accuracy and meeting all established deadlines. Serve as office lead to include responsibility for office supplies, office equipment maintenance, sort / direct mail, and maintain an accurate calendar. Prepare, coordinate and organize meetings as required to include room reservations, notification to members, and distribution of meeting materials and the completion of minutes.Completes travel arrangements including air transport, car rental, lodging, workshop fee payment, and calculates per diem. Provides travel summary with per diem check one work day prior to departure.Maintains historical reference material by designing a filing system, controlling correspondence and defining procedures for retention, protection, retrieval, transfer, and disposal of records.Complete monthly credit card reconciliation for Medical / Nursing staff members, creates purchase order requisitions as needed and codes invoices received for payment.Public Relations Welcomes and provides information to visitors, vendors, and tribal members either in person, phone, or social media.Receives telephone calls for Medical / Nursing from patients and visitors. Screens call for nature of contact and respond to questions or direct the patient / visitor to the appropriate department or employee. Prioritizes all incoming calls and immediately refers the call to the appropriate personnel as needed Attends and participates in appropriate administrative committee meetings. Teamwork's with other administrative staff in preparation, participation, and closure of public meetings.Knowledge, Skills, and AbilitiesKnowledge of accounting, versed in office and reception protocols;Knowledge and highly skilled in the use of Microsoft Office Suite.Skilled in office organization on minor to medium complexity tasks;Skill of being able to utilize a maximum degree of professionalism and diplomacy with those who may be experiencing a high degree of stress mentally and/or physically (for both patient and coworkers);Ability to communicate professionally over the phone and in person in a positive and clear manner;Ability to manage simultaneously multiple tasks, including phone calls, computer operations, and in-person visitors;Ability to recognize, identify, and resolve problems and issues without direct supervision;Ability to work independently;Ability to be flexible in order to perform at the highest level as a team player;Ability to take directions from supervisor and/or designee;Ability to maintain confidentiality of all KIC operations and staff.Physical Activities Include Must be able to hear. Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Ability to use hands to finger, handle or operate objects tools, or controls; reach with hands and arms; climb or balance; stoop, kneel, crouch; and taste or smell. Each of the listed activities also requires standing, sitting, walking, bending, and stooping, climbing on stools and ladders, and routinely lifting and carrying items and boxes up to ten (10) pounds.Writing by hand and using a personal computer. Long hours in front of computer screen. Traveling occasionally, to out-of-town meetings and functions.Working Conditions Work is performed with limited storage, filing and workspace. People asking questions/directions frequently interrupt incumbent. Some work is performed in conference rooms and at photocopy/fax machine.KIC CompetenciesCompetency: To be respectful and responsive to the health beliefs, practices, and cultural and linguistic needs of KIC Tribal Members. Developing cultural competence is an evolving, dynamic process that takes time and occurs along a continuum.Commitment: To serve Tribal Members and set a high standard for yourself in your performance; strive for results and success; convey a sense of urgency and bring issues to closure; and stay persistent despite obstacles and opposition.Customer Service: Meet/exceed the expectations and requirements of internal and external customers; identify, understand, and monitor the needs of both internal and external customers, always talk and act with customers in mind; and recognize working colleagues as customers.Effective Communication: Ensure important information is passed to those who need to know; convey necessary information with respect, clearly and effectively orally or in writing.Responsiveness and Accountability: Demonstrate a high level of conscientiousness; hold oneself personally responsible for one's own work; and do the required fair share of work.QualificationsEducation High school diploma or equivalent required. Minimum two (2) years of college or business school or any combination of education, training, and experience that provides the knowledge, skills, and abilities required for this position.Experience Two (2) years' experience in administrative / clerical field. Motivation for professional and career advancement preferred.Any combination of related education and/or related experience will be considered if the candidate possess the demonstrated ability.